EMPLOYEE HANDBOOK Last Updated 3/21/12

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2 TABLE OF CONTENTS Section Description Page INTRODUCTION i EMPLOYEE RESPONSIBILITIES AIRPORT AUTHORITY CODE OF ETHICS DISCRIMINATION AND HARASSMENT POLICIES RULES OF CONDUCT ATTENDANCE PERSONAL APPEARANCE / UNIFORMS GENERAL EMPLOYMENT POLICIES TYPES OF EMPLOYMENT and DEFINITIONS ORIENTATION AFFIRMATIVE ACTION / EQUAL EMPLOYMENT OPPORTUNITY DRUG and ALCOHOL POLICY TRANSFERS and PROMOTIONS EMPLOYEE DISCIPLINE and DISMISSAL PROBLEM RESOLUTION / GRIEVANCE PERSONNEL RECORDS BUSINESS TRAVEL REIMBURSEMENT OF BUSINESS EXPENSE LEAVING the AIRPORT AUTHORITY PAY AND PERFORMANCE JOB DESCRIPTION / PAY CLASSIFICATION PAY FOR HOURS WORKED TIME CLOCKS and TIME RECORD CARDS PERFORMANCE APPRAISALS TIME AWAY FROM WORK VACATION HOLIDAYS PAID SICK TIME JURY DUTY FAMILY / MEDICAL LEAVE (FMLA) MILITARY LEAVES OF ABSENCE PERSONAL LEAVES OF ABSENCE OTHER EMPLOYEE BENEFITS INSURANCE and RETIREMENT BENEFITS ASSOCIATION MEMBERSHIPS and EDUCATIONAL ASSISTANCE WORKERS COMPENSATION and INJURY ON DUTY SAFEGUARDING ASSETS AND INFORMATION CONFIDENTIAL BUSINESS INFORMATION USE OF COMPANY EQUIPMENT AND FACILITIES SAFETY HAZARDOUS MATERIALS SECURITY...6-7

3 INTRODUCTION The DuPage Airport Authority s strength and uniqueness begins and ends with you our most valuable asset. To our customers, vendors, competitors, and government agencies, you are the DuPage Airport Authority. We value you as a team member because we believe in you, in your integrity, and in your dedication to the highest personal and business standards of conduct and professionalism. How To Use This Handbook This Employee Handbook applies to all employees of the DuPage Airport Authority and is designed to serve as a guideline for our policies. It describes how we intend to work together and also includes important information about DuPage Airport Authority, your responsibilities, benefits and general working conditions. Policies in this Handbook are subject to change as the needs of the DuPage Airport Authority require; and the DuPage Airport Authority reserves the right to change these policies as it deems necessary. Any revisions to this Handbook will be announced formally via written notice to you. No one at the DuPage Airport Authority has authority to change the policies contained in this Handbook except in written form signed by the Chairman of the Board of Commissioners of the DuPage Airport Authority. Employment At Will This Employee Handbook is not to be construed as an employment contract for any set period of time, nor does it create contractual rights with respect to any policy, practice or procedure relating to your employment. Your employment with the DuPage Airport Authority is for an indefinite period of time and is at-will. This means that neither you nor the DuPage Airport Authority is bound to an employment contract or a commitment of employment for a definite period of time. Either party may end the relationship at any time, with or without cause. Nothing in this Handbook is intended or should be construed as altering the employment at-will relationship. Your signed receipt of acceptance of this Handbook, and your acceptance of your status as an employeeat-will, are conditions of your employment with the DuPage Airport Authority. DuPage Airport Authority Mission Statement To provide general aviation facilities and services to the suburban Chicago area, including corporate aviation service, recreational aviation, charter service, local commuter service and air cargo while fostering aviation-related businesses on the field; and to develop and lease or sell surplus vacant land in a manner compatible with airport uses in order to generate significant long term income which, along with increased aviation-related revenues, will stimulate the local economy, provide for the creation of jobs, bring outside revenues to local businesses, increase tax revenues for local communities and reduce the airport s property tax levies until the airport operates profitably without using revenue from taxpayers. i

4 SECTION 1 EMPLOYEE RESPONSIBILITIES TOPIC PAGE AIRPORT AUTHORITY CODE OF ETHICS 1-2 DISCRIMINATION AND HARASSMENT POLICIES 1-3 RULES OF CONDUCT 1-5 ATTENDANCE 1-6 PERSONAL APPEARANCE / UNIFORMS

5 Employee Responsibilities Section 1 AIRPORT AUTHORITY CODE OF ETHICS We are dedicated to operating the DuPage Airport Authority in a manner consistent with applicable state and federal laws and regulations and have implemented policies and procedures through the Airport Authority designed to keep us in full legal compliance. The Board of Commissioners has adopted an amended Ethics Ordinance governing all employees of the Airport Authority. A copy of the full Ethics Ordinance, and a more detailed explanation of its requirements, is provided to each employee as a part of their new-hire orientation process. If you have not received a copy of this document, please obtain one from the office of the Executive Director. If you are in doubt about the action you should take in a particular situation, please consult the office of the Executive Director to discuss the situation and what next steps are appropriate. No retaliation will occur when anyone makes an inquiry or submits a complaint. CONFLICT OF INTEREST: We expect all our employees to avoid situations where their personal interests could conflict or appear to conflict with the interest of the DuPage Airport Authority. Conflicts of interest may arise when your position or responsibilities with us present an opportunity for personal gain apart from the normal compensation provided through your employment with DuPage Airport Authority. Activities representing a conflict of interest include, but are not limited to: Directly or indirectly competing with the mission and operation of the DuPage Airport Authority while employed by the Airport Authority. Purchasing or leasing on behalf of the Airport Authority from persons you are related to, or a business or other entity in which you have an interest. Purchases and leases will be made generally on the basis of quality, service and price only. Nothing shall otherwise preclude any qualified firm from bidding on contracts for the DuPage Airport Authority. Revealing to a third party, or otherwise using, any confidential information, including computer access codes, in any manner that is or could be prejudicial to the interests of the Airport Authority. Under certain circumstances specified in the Ethics Ordinance, an employee may not discuss or accept any employment relationship with any organization that is a tenant in a facility owned by the Airport Authority, engages in business with the Airport Authority, is licensed to do business on Airport Authority grounds, or which competes with the Airport Authority. Additional limitations intended to prevent conflicts of interest with an employee s former employer are set forth in the Ordinance. POLITICAL ACTIVITY AND CONTRIBUTIONS: The Airport Authority honors any employee s desire to engage in voluntary political activity and to make voluntary political contributions. However, during working hours you may not participate in political activities. In addition, no employee may use, offer, or threaten to use the influence of his or her position to coerce or to persuade any person to solicit political contributions of any kind, or support, contribute or lend anything of value to a political group, organization or candidate for political office. NO SOLICITATION RULE: You are encouraged to take an active part in community programs and worthy charitable activities. However, no one is permitted to solicit other employees, or distribute literature, during actual working time for any purpose. Bulletin boards, unless otherwise designated, are for the sole use of the Airport Authority. 1-2

6 Employee Responsibilities Section 1 GOVERNMENT ETHICS: Some Airport Authority employees are required to file an annual statement with the DuPage County Clerk under the Illinois Governmental Ethics Act. If you are required to do so, you will be notified in writing each year and will receive specific filing instructions. GIFT BAN: Except as otherwise provided in the Ethics Ordinance, no member, officer or employee may solicit or accept any gift from any prohibited source or in violation of any federal or state statute, rule, regulation or DuPage Airport Authority Ordinance. This ban applies to and includes spouses and immediate family living with the member, officer or employee. Specific information regarding the State Gift Ban Act will be provided to all employees as part of their new-hire orientation program. If you have any questions regarding acceptance of a gift, please consult the Office of the Executive Director for guidance. DISCRIMINATION AND HARASSMENT POLICIES Discrimination against or harassment of any employee or applicant for employment in violation of applicable federal, state and/or local law will not be tolerated. Any deliberate attempt by any employee of the DuPage Airport Authority to violate this prohibition will be subject to disciplinary action, including but not limited to demotion or dismissal. SEXUAL AND OTHER FORMS OF HARASSMENT: It has been and remains the long-standing policy of the DuPage Airport Authority that all employees work in an environment free from all forms of harassment because of sex, race, color, religion, national origin, age, physical or mental disability, or any other basis prohibited by law. The DuPage Airport Authority s prohibition of sexual and other forms of harassment includes not only conduct which has been defined as unlawful by the courts, but goes beyond legal definitions and includes any behavior that is reasonably likely to create a hostile, intimidating or offensive work environment for others. Sexual harassment includes: Unwelcome sexual advances, requests for sexual favors, and verbal or physical conduct of a sexual nature when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual s employment, (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or (3) such conduct has the purpose or effect of substantially interfering with an individual s work performance or creating an intimidating, hostile or offensive work environment. Specific examples of behavior that this organization will consider sexual harassment include but are not limited to the following: a. Spoken or written abuse related to an employee s sex; b. Any sexual advance or touching that is unwelcome, including pressure for dates; c. Sexually-oriented or suggestive remarks, including inappropriate jokes or comments about an employee s body; d. Showing or displaying pornographic or sexually explicit objects or pictures in the workplace; 1-3

7 Employee Responsibilities Section 1 e. Engaging in sexual favoritism or retaliation based on the granting or refusal of sexual favors; and/or f. Engaging in sexual teasing, including comments about sexual orientation. Sexually harassing conduct violates this policy not only where the perpetrator and victim are of different genders, but also where they are of the same gender. Behavior including but not limited to any of these examples of misconduct will not be allowed or tolerated. Any deliberate attempt by any employee of the DuPage Airport Authority to violate or bypass this policy will be subject to disciplinary action, up to and including dismissal. FILING A COMPLAINT: If you believe you have been subjected to discriminatory conduct or harassment that violates this policy, or if you believe one of your fellow employees is being subjected to discriminatory conduct or harassment in violation of this policy, you should immediately report the situation to your Supervisor. If your Supervisor is the one engaging in the discriminatory conduct or harassment, or you simply do not feel comfortable discussing the matter with your Supervisor, contact the office of the Executive Director of the DuPage Airport Authority. If you are uncomfortable reporting the situation to any member of the DuPage Airport Authority staff, then the information should be forwarded to the General Counsel of the DuPage Airport Authority. The DuPage Airport Authority encourages the prompt reporting of complaints so that appropriate action may be taken. However, late reporting of a complaint will not, in and of itself, preclude the DuPage Airport Authority from taking remedial action. Forms are available in the office of the Executive Director. You also may submit your own prepared report or complaint. Any supervisor who sees or hears about conduct that may constitute harassment under this policy must immediately contact the office of the Executive Director. CONDUCTING THE INVESTIGATION: Allegations of discrimination and/or harassment are taken very seriously and will be investigated by the Executive Director or his/her designee as soon as possible upon receipt of a complaint. The DuPage Airport Authority will make every effort to maintain confidentiality of any complaint and investigation to the extent it is feasible. Any investigative file will be maintained on a confidential basis. However, the DuPage Airport Authority has the right to inform persons it deems to have a need to know and to utilize information obtained during the investigation for legitimate purposes. As soon as practicable after the investigation concludes, the Executive Director will determine whether the policy has been violated. He/she will then inform the complainant and alleged offender of the results of the investigation. In the event the investigation determines that the alleged offender violated this policy, or otherwise acted in an inappropriate manner, disciplinary action will be taken, up to and including dismissal. All employees and supervisors have a duty to cooperate in the DuPage Airport Authority s investigation of alleged harassment. THIRD PARTY DISCRIMINATION OR HARASSMENT: Any employee who has experienced discrimination or harassment related to his or her employment at the DuPage Airport Authority by a third party (e.g., vendor, customer, etc.) should report the incident promptly in accordance with the above procedures. The complaint will be investigated and resolved in a manner similar to that explained above. 1-4

8 Employee Responsibilities Section 1 RETALIATION: Complaints made under this policy will not result in any adverse action against the complainant. In addition, no individual who participates in an investigation will be treated adversely because of that participation. Individuals who believe they have been subjected to retaliation must report the situation immediately by following the complaint procedures described above. Upon completion of an investigation, any employee who is found to have engaged in any form of retaliation associated with this policy will be subject to appropriate disciplinary action, up to and including dismissal. GRIEVANCE: An employee can utilize the grievance process described elsewhere in the Handbook if he/she is not satisfied with the resolution of the complaint (either the person complaining or the subject of the investigation). RULES OF CONDUCT The Airport Authority Rules of Conduct are clear, concise statements specifying the conduct the Airport Authority and your fellow employees expect of each other. These rules are posted. This listing is not allinclusive, and the Airport Authority reserves the absolute discretion to impose discipline up to and including dismissal, with or without prior warning, due to any conduct by an employee which the Airport Authority in its sole discretion deems appropriate for disciplinary action, consistent with the law: 1. During your workday, remain in the area necessary for the efficient performance of your work. Remain at work, in your assigned work area, until your shift ends unless you are authorized to leave early. 2. Clock in and out in the prescribed manner and for yourself only. 3. Follow instructions received from Supervisors. Insubordination will not be tolerated. 4. Use only the machines or equipment to which you are assigned or specifically authorized to operate. 5. Observe security, safety and smoking regulations in all areas in which you work or visit. Entry into unauthorized areas is prohibited. 6. Cooperate with other employees, and be courteous and helpful to our patrons and visitors. 7. Avoid damaging Airport Authority property and the property of others. Report any damaged property or defective work to a Supervisor immediately upon discovery. 8. Misrepresentation of facts, or falsification or tampering of records, is prohibited. Material false statements on your employment application will be grounds for dismissal. 9. Work carefully. Use safety equipment and observe all posted or published regulations. 10. Immediately report accidents or injuries sustained on the job to your Supervisor. 11. Do not make false or slanderous statements about the Airport Authority, its employees, or its patrons. 1-5

9 Employee Responsibilities Section Violating the Airport Authority s Drug and Alcohol Policy, or knowingly permitting another employee to do so, is prohibited and grounds for immediate dismissal. 13. Loafing, sleeping on the job, loitering or intentional restriction of output is prohibited. 14. The use of Airport Authority time, material, equipment or facilities for purposes not directly related to Airport Authority business, or the removal or borrowing of Airport Authority property without permission, is prohibited. 15. Disclosure of confidential information such as specifications, customer lists, private employee information, pricing, historical or statistical data, financial data, etc., to persons who do not have a need to know is prohibited. 16. Gambling of any kind on Airport Authority property, including but not limited to baseball or football pools, is prohibited. 17. Disorderly conduct during working hours or on Airport Authority property, including but not limited to fighting, threatening, horseplay involving or having the potential for injury, or abusing any person by word or act is prohibited and grounds for immediate dismissal. 18. Dishonesty of any kind in relations with the Airport Authority, such as theft or pilferage of Airport Authority property, the property of other employees, or property of others entrusted to the Airport Authority, or misrepresentation in obtaining employee benefits or privileges, will be grounds for dismissal and where the facts warrant, prosecution to the fullest extent of the law. 19. Possession of firearms, explosives, or other weapons on Airport Authority property without specific permission of the Executive Director is prohibited. ATTENDANCE The DuPage Airport Authority enjoys a reputation of outstanding customer service. This reputation stems directly from the regular and on-time attendance of our employees. Absence weakens the Airport Authority s ability to provide excellent service and maintain customer satisfaction and results in higher operating costs. GOOD ATTENDANCE IS ONE OF YOUR MOST IMPORTANT JOB REQUIREMENTS. To fulfill our obligations to the public, you are expected to strive for satisfactory attendance. You are expected to call in when absent and when you expect to be late as far in advance of your scheduled starting time as possible. If your absence extends beyond one day, you are expected to call in each day you are absent, as far in advance of your scheduled starting time as possible. Failure to maintain satisfactory attendance will be reflected in your overall job performance evaluation and may result in disciplinary action, up to and including dismissal. In addition, improper use of your paid sick leave benefit will result in termination of your employment. 1-6

10 Employee Responsibilities Section 1 PERSONAL APPEARANCE / UNIFORMS Each employee s dress, grooming, and personal hygiene must be appropriate for the work situation. Radical departures from conventional dress or personal grooming and hygiene standards are not permitted. Based on your particular position, you may be required to wear a uniform. If a uniform is required, the Airport Authority will provide it to you. If you are provided with a uniform, you are required to wear it. If your immediate Supervisor determines that you are inappropriately dressed for your position, you may be sent home to change your clothing, appearance, and/or grooming to comply with these guidelines. In addition, you may be subject to disciplinary action for repeated failure to comply with the Airport Authority personal appearance policy. - End of Section - 1-7

11 SECTION 2 GENERAL EMPLOYMENT POLICIES TOPIC PAGE TYPES OF EMPLOYMENT AND DEFINITIONS ORIENTATION AFFIRMATIVE ACTION / EQUAL EMPLOYMENT OPPORTUNITY DRUG AND ALCOHOL POLICY TRANSFERS AND PROMOTIONS EMPLOYEE DISCIPLINE AND DISMISSAL PROBLEM RESOLUTION / GRIEVANCE PERSONNEL RECORDS BUSINESS TRAVEL REIMBURSEMENT OF BUSINESS EXPENSE LEAVING THE AIRPORT AUTHORITY

12 General Employment Policies Section 2 TYPES OF EMPLOYMENT and DEFINITIONS The Airport Authority classifies all employees as it deems necessary and appropriate to manage its operation and comply with the Fair Labor Standards Act (FLSA). The Airport Authority has two types of employment status: regular and temporary. Airport Authority benefits and privileges are determined in accordance with employee status. Regular Employees are hired either full-time or part-time for jobs that are expected to be continuous in nature. Temporary Employees are hired for a specified period of time or for a specific assignment. Temporary employment ends when the employee is no longer needed. Temporary employees are paid for the actual number of hours worked and are not eligible for any employee benefits. Full Time employees are regularly scheduled to work at least 32 hours per workweek. Regular full-time employees are eligible for all employee benefits. Temporary full-time employees are not eligible for any employee benefits. Part Time employees are regularly scheduled to work less than 32 hours per workweek. Regular part-time employees are paid only for the actual number of hours worked and are not eligible for holidays or vacations. However, a regular part-time employee budgeted to work at least 1,000 hours per calendar year is eligible for certain limited benefits. Refer to the Insurance and Retirement Benefit Section of this Handbook for specific information. Temporary part-time employees are paid only for the actual number of hours worked and are not eligible for any benefits. Non Exempt employees are those assigned to a clerical, technical or service position who, by nature of their assignment, are eligible for the overtime pay provisions of the Fair Labor Standards Act (FLSA). Exempt employees are those assigned to executive, administrative or professional positions as defined by the Fair Labor Standards Act (FLSA). ORIENTATION The Airport Authority will provide an Orientation Program to all new employees. Orientation will be paid time. The purpose of Orientation is to ensure that all newly hired employees receive consistent and appropriate information with regard to employee benefits and Airport Authority policies and procedures. Orientation will include the following: Collection of post-hiring data and completion of required forms Issuance of Airport Authority photo identification card and review of the Airport Security Plan Instruction on proper sign-in procedures for the automated time and attendance system Introduction to Airport Authority staff members and a tour of all facilities Introduction to services and benefits available to employees 2-2

13 General Employment Policies Section 2 Review of the DuPage Airport Authority Ethics Ordinance and Gift Ban. The above will be completed on your first day at work, or as soon thereafter as possible. In addition to the formal orientation process set out above, your immediate Supervisor is responsible for providing you with all the information you need about your job and what is expected of you as an employee of the DuPage Airport Authority. During your employment here, if there is anything about your job or the Airport Authority that you do not understand, or that is bothering you, we want to know about it and encourage openness and candor. If you have a problem or question, ask your Supervisor about it. He/she is there to help you. AFFIRMATIVE ACTION / EQUAL EMPLOYMENT OPPORTUNITY It is the policy of the DuPage Airport Authority to comply with all state and federal laws that prohibit discrimination in employment based on an individual s race, color, religion, sex, age, national origin, physical or mental disability, veteran status, ancestry, marital status, pregnancy or political belief. It is the obligation of each manager and supervisor to ensure all employment activities are conducted in an equal and consistent with applicable law. The DuPage Airport Authority complies with all applicable affirmative action requirements to the extent they are established by law and regulation. DRUG and ALCOHOL POLICY Drug or alcohol use on the job, or use of these substances that affect an employee s performance on the job, pose serious safety and health risks, not only to the user but to all those who work or come in contact with the user. Therefore, the DuPage Airport Authority is committed to provide its employees with a Drug- Free Workplace. In addition, the Federal Drug-Free Workplace Act requires compliance with these policies in order for the DuPage Airport Authority to be considered a responsible source for the award of federal grants. Any location where DuPage Airport Authority business is conducted, whether at the Airport Authority or any other work site, is declared to be a Drug-Free Workplace. This includes Airport Authority vehicles and any private vehicles parked on Airport Authority premises or work sites. Acknowledgment and agreement of this policy is required of all employees as a condition of employment. All regular employees will receive a copy of the policy, a booklet explaining the dangers of drug use, and an acknowledgment form to sign in orientation class. The signed acknowledgment form will be maintained in your personnel file. Any employee violating the DuPage Airport Authority Drug and Alcohol Policy is subject to discipline, up to and including termination for the first offense. Common sense must be used regarding consumption of alcoholic beverages at DuPage Airport Authority functions outside the normal workday. In addition, you should inform your Manager or Supervisor if you are currently on medication and are required to operate Airport Authority machinery or equipment. All employees are prohibited from unlawfully manufacturing, distributing, selling, dispensing or possessing alcohol or drugs, and/or having the presence of drugs in their system, abusing legal drugs, or using alcohol or controlled substances in the workplace. The following is a partial list of prohibited substances: Narcotics (heroin, morphine, etc.) Cannabis (marijuana, hashish) 2-3

14 General Employment Policies Section 2 Stimulants (cocaine, etc.) Hallucinogens (PCP, LSD, designer drugs, etc.) If you are convicted of violating a criminal drug statute, you must inform your Supervisor of such conviction (including pleas of guilty and nolo contendere) within five (5) days of the conviction. Failure to do so will result in termination of your employment. The Airport Authority will notify the Department of Transportation, federal contracting officer, within ten (10) days of receiving such notice from you, or otherwise receiving notice of such a conviction. DRUG AND ALCOHOL TESTING: Pursuant to regulations set out by the Department of Transportation, the Airport Authority requires drug and alcohol testing of all employees who must maintain a commercial drivers license (CDL) in the performance of their job duties, as well as employees performing safetysensitive functions ( covered employees ). Please see your Supervisor if you are unsure whether you are required to maintain a CDL license or are uncertain if you hold a safety-sensitive position that is subject to drug testing. A copy of the Substance Abuse Policy Re: Department of Transportation Employee Testing Act of 1991, which governs the Airport Authority s requirement to perform drug and alcohol testing, is available for your review. Please contact the Airport Authority Executive Director to obtain a copy. PRE-EMPLOYMENT TESTING: The Airport Authority will not hire any applicant, unless he/she first passes an alcohol test and a drug test. The Airport Authority will advise applicants at the time of application that pre-employment drug testing will be conducted to determine the presence of alcohol, marijuana, cocaine, opiates, phencyclidine (PCP) and amphetamines or a metabolite of those drugs in the applicant s system. Alcohol testing will occur only on a post-conditional offer basis for all Airport Authority positions. REASONABLE SUSPICION TESTING: All Airport Authority employees, regardless of their placement in a safety-sensitive position or requirement to hold a CDL license, are prohibited from using, possessing and/or being under the influence of drugs or alcohol during working hours. The Airport Authority requires drug and alcohol testing of any and all employees who it has reasonable suspicion to believe may be under the influence of drugs or alcohol during working hours. Any employee who is suspected of being under the influence of drugs or alcohol will be required to submit to a drug and alcohol test. Reasonable suspicion for testing will be determined (with the approval of the Executive Director) by a Supervisor or Manager who is trained in detecting the indicators for drug and/or alcohol use. The determination that reasonable suspicion exists will be based upon specific, contemporaneous physical, behavioral or performance indicators. Once directed to submit to alcohol and/or controlled substances testing, you must proceed to the test site immediately for testing accompanied by a supervisor. Transportation will be provided. Failure to immediately report for testing, tampering with a sample, or interference of any kind with the testing process, will constitute grounds for discipline up to and including discharge. All employees are subject to Reasonable Suspicion testing, regardless of whether they hold safety-sensitive positions or CDL licenses. POST ACCIDENT TESTING: In addition to Reasonable Suspicion testing based on a determination of the above indicators, the Airport Authority may test employees who are involved in an accident that: Results in a loss of life Results in injuries requiring treatment at a medical facility 2-4

15 General Employment Policies Section 2 Results in damage to a vehicle, whether or not such damage requires a vehicle s removal from the scene of the accident (unless the on-scene Supervisor determines that your performance could not have contributed to the accident) If you are involved in an accident that requires drug and alcohol testing, you will be tested as soon as possible after the accident. If you are subject to post-accident testing, you must remain readily available for such testing or you may be deemed by the Airport Authority to have refused to submit to testing. Once notified of the requirement to submit to alcohol and/or controlled substances testing, you must proceed to the test site immediately for testing accompanied by a supervisor. Transportation may be offered. Failure to immediately report for testing, tampering with a sample, or interference of any kind with the testing process, will constitute grounds for discipline up to and including discharge. RETURN TO DUTY TESTING: In addition to the above Reasonable Cause testing requirements that apply to all employees, employees in safety-sensitive positions or who are required to hold CDL licenses who are allowed to return to work following positive alcohol or drug test results as outlined below are required to have follow-up testing. In addition, these employees are subject to unannounced testing no less than six (6) times in the first twelve (12) months after returning to work. This follow-up random testing may be extended for up to sixty (60) months following return to duty from a positive drug or alcohol test. Once notified of selection for random alcohol and/or controlled substances testing, you must proceed to the test site immediately for testing. Failure to immediately report for testing, tampering with a sample, or interference of any kind with the testing process, will constitute grounds for discipline up to and including discharge. RANDOM TESTING: In addition to the above Reasonable Cause and Return to Duty testing requirements, all employees in safety-sensitive positions or who are required to hold CDL licenses are subject to random, unannounced testing for the presence of alcohol, marijuana, cocaine, opiates, phencyclidine (PCP) and amphetamines or a metabolite of those drugs in the employee s system. This random testing program will be administered using a random number table or a computer-based number generator that is matched with the employee s social security number, payroll identification number, etc. Once notified of selection for random alcohol and/or controlled substances testing, you must proceed to the test site immediately for testing. Failure to immediately report for testing, tampering with a sample, or interference of any kind with the testing process, will constitute grounds for discipline up to and including discharge. TESTING PROCEDURES: All testing will be performed by a qualified laboratory and conducted in strict compliance with Department of Transportation drug and alcohol testing procedures. Testing will follow procedures that protect you and the integrity of the testing process, safeguard the validity of the test results, and ensure that those results are attributed to the correct employee. Drug tests will only be conducted for marijuana, cocaine, opiates, phencyclidine (PCP) and amphetamines or a metabolite of those drugs. Alcohol and drug testing records will remain confidential, as required by law. Refusal to submit to a test pursuant to this policy, tampering with a sample, or interference of any kind with the testing process, will constitute grounds for discipline up to and including discharge. CONSEQUENCES OF POSITIVE TEST: An employee who does not pass a required alcohol or drug test shall be relieved of duties immediately. In addition, the following policies apply to individuals who test positive for alcohol or drugs: 2-5

16 General Employment Policies Section 2 An employee found to have an alcohol concentration of 0.02 or greater, but less than 0.04, will not be permitted to perform safety-sensitive functions until at least 24 hours following the test. In addition, the employee may be subject to disciplinary action as determined by Airport Authority management. An employee found to have an alcohol concentration of 0.04 or higher, or who tests positive for prohibited drugs, is subject to immediate discipline, up to and including termination. This applies to any offense, including the first. REHABILITATION: The Airport Authority reserves the right to offer an employee who violates the alcohol and drug policy an opportunity to complete an approved rehabilitation program under the supervision of a substance abuse professional, at the employee s cost, in lieu of termination for a first offense. In some cases, Employee Assistance Program (EAP) participation may be offered in conjunction with discipline. If EAP participation is offered and accepted by you, you must satisfactorily participate in the program as a condition of continued employment. The Airport Authority will advise you of available resources for evaluating and resolving problems associated with the use of alcohol and drugs, including the names, addresses and telephone numbers of substance abuse professionals, counselors, and treatment programs. EDUCATION AND AWARENESS: The Airport Authority will provide drug and alcohol awareness seminars and/or drug and alcohol awareness brochures and information to heighten your awareness of drug and alcohol problems in society and the workplace, alert you to various behavioral, performance and physical cues to drug and alcohol abusers, and educate you with regard to the Airport Authority s EAP resources, including local services for drug and alcohol abuse assistance. Any questions about the Airport Authority s Drug and Alcohol Policy should be directed to the Executive Director. TRANSFERS and PROMOTIONS The Airport Authority encourages you to advance your career through transfer and promotion, based on your individual strengths and interest. When vacancies exist, open positions will be posted internally, on bulletin boards, for a period of ten (10) days. If you are qualified for and interested in being considered for the position, you must complete a Request for Transfer/Promotion Form and submit it to your Supervisor by the deadline shown on the vacancy posting. A form may be obtained from your Supervisor. Hiring decisions will be based on several factors, including but not limited to: Job knowledge Ability and skills Disciplinary record Attendance record Past job performance Other job-related criteria, including special licenses, education, experience, etc. Advancement potential Current employees interested in consideration for vacancies will be considered in addition to external candidates, and the hiring Manager will select the most qualified individual. If the decision is made to fill a vacancy from existing employee candidates, and all qualifications are equal, the vacancy will be awarded 2-6

17 General Employment Policies Section 2 on the basis of seniority. If you wish to be considered for a vacancy, you must submit your Request for Transfer/Promotion to your own Supervisor. Failure to follow this procedure will remove you from consideration for the position. EMPLOYEE DISCIPLINE and DISMISSAL The Airport Authority maintains a progressive disciplinary process that promotes the consistent application of discipline to all employees. Any violation of the Airport Authority Rules of Conduct, or work performance that adversely affects the operations of the Airport Authority, constitute grounds for disciplinary action up to and including dismissal. The Airport Authority will make every effort to match the discipline imposed with the severity of the offense or performance failure. However, in all cases the parties mutually reserve the right to sever the employment relationship at any time, with or without cause. No employee is guaranteed that every step in progressive discipline will be utilized; each issue is addressed on a case-by-case basis and discipline administered accordingly. Forms are available in the office of the Executive Director. The disciplinary sequence may include any or all of the following: VERBAL WARNING: Under most circumstances, when a performance problem is identified your immediate Supervisor will meet informally with you to discuss the problem and issue a verbal warning that the problem must be corrected or face formal disciplinary action. The fact that a verbal warning has been given will be documented in your personnel file. FIRST WARNING LETTER: If you fail to correct the problem, your Supervisor normally will issue a First Warning Letter for a subsequent violation or performance issue after a verbal warning has been given. First Warning Letters constitute formal disciplinary action and provide an opportunity to correct or avoid improper behavior or performance in the future. Depending on the circumstances and severity of the violation or performance issue, your Supervisor may issue a First Warning Letter even if no previous verbal warning has been given. A First Warning Letter will be kept in your personnel file for a period of two (2) years. If your conduct or performance is not corrected, as determined by your Supervisor, the Airport Authority may choose to progress you to a Second Warning Letter, Suspension, or it may choose to exercise its right to terminate your employment. SECOND WARNING LETTER: Based on your record and the facts presented, your Supervisor may opt to issue a Second Warning Letter. Depending on the severity of the performance or conduct issue, a Second Warning Letter may be issued even though a First Warning Letter has not been given to you. These situations will be evaluated on an individual basis. In most cases, steps of the formal disciplinary process will not be skipped. Corrective action is viewed by the Airport Authority as a positive process providing an opportunity for you to receive additional training, coaching and counseling in order to correct a problem. The Second Warning Letter will be kept in your personnel file for a period of two (2) years. If your conduct or performance is not corrected, as determined by your Supervisor, the Airport Authority may choose to progress you to a Suspension, or exercise its right to terminate your employment. SUSPENSION: Your Supervisor may, as a disciplinary action, suspend you without pay for cause. You may be suspended only by written order stating the reasons for the action and the duration of the suspension. A copy of the Suspension Notice will remain in your personnel file for a period of two (2) years. If your conduct or performance is not corrected, as determined by your Supervisor, you may be subject to additional disciplinary action, up to and including dismissal. You may appeal your Suspension to the Executive Director within five (5) calendar days of your Suspension. 2-7

18 General Employment Policies Section 2 DISMISSAL: For a severe violation, or repeated violations, of the Rules of Conduct, or significant work performance failure(s), you may be dismissed. You may appeal your Dismissal to the Executive Director within five (5) calendar days of your Dismissal. PROBLEM RESOLUTION / GRIEVANCE If you have questions or concerns about your employment with the Airport Authority, or feel that any of the policies contained in this Handbook or elsewhere are not being properly administered, please discuss your concerns with your Supervisor immediately. Most misunderstandings can be resolved through open and professional communication, and we encourage you to attempt to resolve any issues quickly and informally. You may also file a grievance in the event you believe an improper deduction has been made from your pay or you otherwise believe that you have been improperly compensated for hours that you have worked. However, all regular full and part-time employees are eligible to file a formal grievance if they feel work rules or terms or conditions of employment which directly affect him/her in the performance of his/her duties have not been properly followed. The Airport Authority will attempt to settle employee grievances promptly and within the appropriate time limits as contained in this Section of the Handbook. Third parties may not participate in the Problem Resolution/Grievance Process. GUIDELINES: While it is the policy of the Airport Authority to attempt to resolve any issues you may have, certain items may not be grieved under this policy: Content of job descriptions and assignments, which remain solely within the control of the Airport Authority Performance evaluations Policy decisions approved by the Airport Authority regarding salaries and benefits. Although salary and benefit policies may not be grieved, you may file a grievance if you feel these policies are not being consistently applied to you. You have the following rights in the grievance process: The opportunity to file a grievance The opportunity to participate in informal resolution procedures The opportunity to have a hearing The opportunity to withdraw issues contained in the original grievance prior to a hearing. (Any new issues not contained in the original grievance must be addressed through a separate and timely grievance filing). The opportunity to submit a written request to withdraw your grievance at any time You will not be subject to any unjust treatment or retaliation as the result of a grievance filing 2-8

19 General Employment Policies Section 2 If your grievance cannot be settled to your satisfaction, you will be allowed to take the grievance to the next authorized step (within the required time limits) in the grievance procedure outlined in this Section. Grievances will be processed in the following manner, within the stated time limits: STEP I: IMMEDIATE SUPERVISOR: Present your signed grievance, in writing, to your immediate Supervisor. A copy of the Grievance form may be obtained from your Supervisor. Your grievance must be given to your Supervisor within ten (10) working days of the occurrence being grieved, not including the day of the occurrence. Grievances submitted beyond the time limit will not be considered. Your Supervisor will research the facts surrounding your grievance and provide you with a written, signed response in the area provided on the Grievance form within five (5) working days after receipt of the grievance, not including the day of receipt. If you do not receive a written response from your Supervisor within the required time frame, or you are not satisfied with the response from your Supervisor, you may proceed to Step II. STEP II: MANAGER: Sign and date your Grievance form in the space provided for Step II and present a copy of the form to your department Manager. The grievance must be presented to your Manager (a) within three (3) working days after receiving your Supervisor s written response (not including the day the response is given) or (b) within three (3) working days after the time limit for your Supervisor to respond has expired. It is not necessary to re-write your grievance. Simply sign and date a copy of the original grievance and answers and present it to your Manager within the above time frame. Your Manager will research the facts surrounding your grievance and provide you with a written, signed response in the area provided on the Grievance form within five (5) working days after receipt of the Step II grievance, not including the day of receipt. If you do not receive a written response from your Manager within the required time frame, or you are not satisfied with the response from your Manager, you may proceed to Step III. STEP III: EXECUTIVE DIRECTOR: If your grievance is not resolved in Step II, sign and date your Grievance form in the space provided for Step III and present a copy of the form to the Executive Director. This must be done (a) within three (3) working days after receiving your Manager s written response (not including the day the response is given) or (b) within three (3) working days after the time limit for your Manager to respond has expired. It is not necessary to re-write your grievance. Simply sign and date a copy of the original grievance and answers and present it to the Executive Director within the above time frame. The Executive Director may hold a hearing to discuss the issues, or may make a decision based on the written record before him/her. In either case, the Executive Director will respond to you, in writing, within fifteen (15) working days of the date of presentation of the written Step III grievance, not including the day of receipt. The decision of the Executive Director shall be final. PERSONNEL RECORDS It is the policy of the Airport Authority that your personnel records remain confidential to the extent provided by law. The Executive Director maintains all personnel records. You have the legal right to review your own personnel records. The Airport Authority complies fully with state law on this subject. If you wish to review your personnel records, you must complete a Request to Review Personnel Records, which may be obtained from your Supervisor. All personnel record reviews will take place in the office 2-9

20 General Employment Policies Section 2 designated by the Executive Director. You may request copies of your personnel records as provided by law. CHANGE IN PERSONAL STATUS: You are required to advise your immediate Supervisor of any change in your address, telephone number, legal name, marital status, insurance beneficiary status, visa or citizenship status, driver s license status and/or type, immediate family (new addition or death), the person to be notified in case of an emergency, and any other important items of information needed to keep your benefits file and critical personnel data current and accurate. BUSINESS TRAVEL Airport Authority employees who travel on business must plan trips with necessity, as well as cost and time savings, in mind. The Executive Director must approve all employee business travel. The following guidelines are designed to assist you in making travel arrangements that comply with the Airport Authority business travel policies. You are required to make your own travel arrangements when traveling on Airport Authority business. You are expected to be flexible in your travel schedule in order to take advantage of discounted airfares and always book the least expensive airfare that will meet your travel needs. In many cases, your own car will be used for traveling on Airport Authority business. However, when traveling by air to another city, it may be necessary to rent a car at your destination. You must seek the best promotional rate possible and book your reservation with the rental car company offering the best rate. Unless business reasons or other circumstances make a larger model necessary, employees are not authorized to rent a car that is larger than mid-size. Discretion must be used when providing entertainment for clients. When meals and/or entertainment are necessary in the course of Airport Authority business, you are expected to use common sense in selecting moderately priced restaurants. Reimbursement will not be made for personal entertainment. Entertainment expense must be charged to, and submitted for approval by, the highest-ranking staff member in attendance. The Executive Director retains final authority over the approval of all business travel expenses. Reimbursement for expenses cannot occur without the Executive Director s prior approval. You are expected to use common sense in selecting moderately priced restaurants for personal meals when traveling on Airport Authority business. Expense for alcoholic beverages will not be reimbursed. You are expected to be aware of corporate lodging rates and make selections based on location at the lowest cost. When changes to your travel schedule require cancellation of room reservations, it is imperative that you cancel the reservation immediately in order to avoid charges for an unused room. MEETING EXPENSE: Most business meetings can be conducted in the office conference rooms and without the necessity of a meal. For reimbursement of meals and associated expenses at which other Airport Authority employees are also in attendance, the following guidelines must be met: A client must also have been in attendance; Each employee must have been absolutely essential to the meeting or transaction; 2-10